Important Information for Exhibitors

Room Block Assignment

Exhibitor block requests open on Friday, February 7, 2025. The deadline for submitting your room block request for priority assignment is Friday, February 21, 2025. Hotel assignments will be made using the priority points system for requests submitted by this deadline; not by the date your request is received. Hotel assignments will be made, and a group agreement will be sent to you during the week of March 10, to confirm your reservations. All requests submitted after Friday, February 21, 2025, will be assigned in the order the request is received, and based on hotel availability after priority assignments have been made.

Rooming List Deadline Date

Rooming lists for group blocks must be received on or before Friday, August 22, 2025. After this date, unused rooms or rooms with duplicate names will be released.

Cancellation Date

A penalty of one (1) night’s room and tax may apply if reservations are not cancelled on or before Wednesday, September 24, 2025. The guest acknowledges that after the cancellation deadline, AFP Housing shall have no obligation to recover or seek recovery of any deposit monies on the guest’s behalf. The deadline to cancel room blocks no longer needed is Friday, August 22, 2025.

Last Date to Request Housing

For the best hotel availability and room rate, reservations must be secured by Tuesday, September 30, 2025.

Reservations

• AFP reserves the right to cancel any hotel reservations for individuals not registered to attend AFP 2025 by Wednesday, September 24, 2025.
• All reservations made online require a credit card to guarantee the reservation.

Exhibit Hall Hours

October 26, 2025: 6:00 pm - 7:30 pm
October 27, 2025: 8:30 am - 5:00 pm
October 28, 2025: 8:30 am - 5:30 pm

Please Read: Important Credit Card Policies

Advance Deposits: Hotels may charge one night’s room & tax advance deposit after Wednesday, October 1, 2025, to the credit card used to hold the reservation. If you do not want the deposit charged to the current credit card, you must provide another card to AFP Housing no later than Tuesday, September 30, 2025. After October 1, we may not be able to prevent the hotel from charging the credit card on file for the deposit.

Affiliate Meeting Requests

If your company is interested in reserving a meeting space at a conference hotel, please complete the AFP 2025 Official Space Request Form. AFP’s Events Team will review and notify the point of contact within three business days after receipt of the completed form.

Please Read: Important Advisory (Housing Scams)

Convention Management Resources, Inc. (CMR) is the Official Housing Company for the AFP Conference. To avoid scams, book your hotel reservations through the CMR link posted only on the AFP website or if provided directly by an AFP or CMR representative. All official emails will come from an email address ending in afponline.org or cmrus.com. If you do not see the Official AFP Partner logo on the website, then they are not the official provider.

Companies that market lower-rate hotel options to exhibitors and attendees cannot guarantee lower rates or that there is availability at the hotels they are marketing. Should you be contacted by any other agency other than CMR, send us a message through the AFP Hotel Support Center.

Note: No other housing company or travel agency is authorized to accept hotel reservations on behalf of AFP.